Microsoft® Access® 2010 Training

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1 Microsoft® Access® 2010 Training[Notes to trainer:This is the sixth and final course in a series that teaches beginners how to use Access To browse other downloadable Access training presentations, see the “Download Office 2010 training” page (http://office.microsoft.com/en-us/powerpoint-help/download-office-2010-training-HA aspx).For detailed help in customizing this template, see the very last slide. Also, look for additional lesson text in the notes pane of some slides.]Create reports for a new database

2 Create reports for a new databaseCourse contentsOverview: The end productLesson: Includes eight sectionsSuggested practice tasksTestQuick Reference CardCreate reports for a new database

3 Overview: The end productIn this course, you’ll learn how to create reports. Reports present information visually, help others understand your data, and answer critical business questions.This is the sixth and final course in a series that teaches beginners how to use Access 2010.Create reports for a new database

4 Create reports for a new databaseCourse goalsCreate basic reports.Group and sort the data in a report.Add subtotals and other sums to a report.Create reports manually and with a wizard.Use Layout and Design views to change a report.Create reports for a new database

5 Create reports for a new databaseReports, the easy wayYour boss likes what you’ve done with the asset-tracking database, but she needs to present some information at a meeting, and she needs it in a hurry. It’s time to build reports.Reports are the end product of your database. They combine the raw facts in your database with enough information to give those facts meaning, and they present the results visually.The parts of a report: Page Header, Group Header, Detail, and Footer.For example, if you need to use charts or graphs, you use a report. Reports are also the best way to format and print your data, and they’re a good way to summarize data. For example, you can group your assets by supplier and calculate a subtotal for each group, as well as a grand total for all groups.Create reports for a new database

6 Create reports for a new databaseReports, the easy wayIn Access, a report is made up of sections.Header sections can appear at the top of a report, or in the case of Page Header sections, at the top of each page in the report. Report headers usually contain titles, and images such as company logos. Page headers usually contain column headings.The parts of a report: Page Header, Group Header, Detail, and Footer.Create reports for a new database

7 Create reports for a new databaseReports, the easy wayIf you want to group the data in a report, you’ll see a Group Header. The section will list the fields on which you group your data. For example, if you need to see who repairs a given computer, you can group your data by repair technician.The Detail section is the body of your report, the data your users need to see. All reports must have a detail section.The parts of a report: Page Header, Group Header, Detail, and Footer.Create reports for a new database

8 Create reports for a new databaseReports, the easy wayFooter sections can appear in several places. For example, you can create group footers that display sums, counts, or averages for a group of data. You can also create page footers that appear at the bottom of each report page and display elements such as page numbers.The parts of a report: Page Header, Group Header, Detail, and Footer.Create reports for a new database

9 Create reports for a new databaseReports, the easy wayThe header and footer sections are optional. For example, if you don’t want to group your data, you don’t need group headers or footers. However, make sure your reports contain enough information to make them meaningful and easy to understand.The parts of a report: Page Header, Group Header, Detail, and Footer.Create reports for a new database

10 Create reports for a new databaseStart with a designSo how do you make your reports meaningful and easy to understand? With a design.Start by deciding on the data you need to include in the report, and then on the sections you want in the report. For example, all reports need a detail section, but do you need a header? How about grouping? From there, you decide on a layout.Examples of basic form designs.Create reports for a new database

11 Create reports for a new databaseStart with a designAccess provides two basic layouts – tabular and stacked – but you can arrange your data in almost any way you want.Tabular layouts resemble spreadsheets. Use them when you need to present your data in a simple list format.Examples of basic form designs.Stacked layouts resemble the forms you fill out at a bank or when you buy something online. Use a stacked layout when your report contains too many fields to display in tabular form.Create reports for a new database

12 Create reports for a new databaseStart with a designMixed layouts use elements from tabular and stacked layouts. For example, you can place some of the fields in a record on the same row, and stack other fields from the same record. In Access 2010, you create mixed layouts manually, using either Layout view or Design view.Examples of basic form designs.After you finish your design, you have several options for creating the report. We’ll start with the Report tool.Create reports for a new database

13 Create reports for a new databaseCreate a basic reportThe Report tool is the easiest way to create a report. Like the Form tool that you saw in an earlier course, the Report tool automatically creates a report that is bound, or connected, to a single data source, either a table or query.The steps for creating a basic report.Create reports for a new database

14 Create reports for a new databaseCreate a basic reportIn the Navigation Pane, select the table or query that you want to use as the data source for the report.Click the Create tab, and in the Reports group, click Report. Access creates a report that includes all the fields in your data source. The report automatically uses the tabular layout, and if your data source contains enough fields, Access creates the report in landscape format.The steps for creating a basic report.Create reports for a new database

15 Create reports for a new databaseCreate a basic reportThe report opens in Layout view, which gives you a chance to change it.The steps for creating a basic report.For example, you can resize a field by clicking and dragging a single control, or you can switch to a stacked layout.Create reports for a new database

16 Create reports for a new databaseGroup and sort dataOne of the more powerful things you can do in a report is group and sort your data.For example, if you want to know which supplier provided a given set of computers, then grouping your assets by supplier can give you that information quickly and easily.Grouping and sorting data in a report.Create reports for a new database

17 Create reports for a new databaseGroup and sort dataYou can group tabular or stacked reports.Open your report in Layout view, and on the Design tab, in the Grouping & Totals group, click Group & Sort. The Group, Sort, and Total pane appears below your report.In the pane, click Add a group, and then select the field by which you want to group your data. Access groups your data to reflect your choice.Grouping and sorting data in a report.Create reports for a new database

18 Create reports for a new databaseGroup and sort dataIf you want to sort your data, click Add a sort, select a field, and again Layout view shows you your changes.You can add 10 grouping levels to a report, and you can sort each level, if you need to.Grouping and sorting data in a report.Create reports for a new database

19 Create reports for a new databaseAdd sums to your reportIn addition to grouping and sorting, you can add subtotals, grand totals, and other calculations to your reports.With your report still open in Layout view, start the Group, Sort, and Total pane, click a grouping level, and then click More.The process for adding sums to a report.For example, you can calculate how much you spent on a given model of desk or office chair.Locate the “totaled” field and click the arrow next to it.Create reports for a new database

20 Create reports for a new databaseAdd sums to your reportUse the Totals dialog box to select the field you want to calculate, the type of calculation you want to use, such as a sum or average, and to set options such as subtotals and grand totals.When you finish, your report displays the calculations.The process for adding sums to a report.Create reports for a new database

21 Create a report from scratchIf you don’t like the results you get with the Report tool, you can use Layout view to build a report manually, a process that gives you more control.You drag fields from a list, arrange them to your liking, and group them.Using Layout view to change a report.Create reports for a new database

22 Create a report from scratchOn the Create tab, in the Reports group, click Blank Report. Access creates a blank report and displays the Field List task pane.In the Field List task pane, open the table you want to use as a data source, then drag fields to the report. Access automatically uses the tabular layout..Using Layout view to change a report.Create reports for a new database

23 Create a report from scratchIf you want to use a different layout, highlight the fields in the report by clicking the Layout Selector, the cross in the upper-left corner of the layout, and then....On the Arrange tab, in the Table group, click Stacked. Access rearranges the fields.Using Layout view to change a report.Create reports for a new database

24 Create a report with the Report WizardThe Report Wizard is a fast way to create a report with a large number of fields and a complex layout.Click the Create tab, and in the Reports group, click Report Wizard.Complete the wizard. As part of that, you select a data source, and then ...The steps for using the Report Wizard.Select the fields you want to use, grouping options, a style, and more.Create reports for a new database

25 Create reports for a new databaseWays to change a reportYou can use Layout view or Design view to change a report. Layout view works best when you need to change the look and feel of a report. For example, you can rearrange fields, change their sizes, or apply a pre-made style.In contrast, Design view gives you control over every facet of your report. For example, you can add text boxes that display the date and time that you ran a report.Changing a report in Layout and Design views.Create reports for a new database

26 Create reports for a new databaseWays to change a reportTo open a report in Layout view, go to the Navigation Pane, right- click the report, and click Layout View.Use the commands in the Design, Arrange, Format, or Page Setup tabs. For example, on the Design tab, in the Themes group, click a visual theme to apply it to the report.Changing a report in Layout and Design views.Create reports for a new database

27 Create reports for a new databaseWays to change a reportFollow the same steps to open a report in Design view.Once you’re there, you can insert a number of controls, such as check boxes or date-and-time controls.Changing a report in Layout and Design views.Create reports for a new database

28 Suggestions for practiceCreate a report with the Report tool.Group and sort the report.Add subtotals and grand totals to the report.Use Design view to label your subtotals.Add labels in Layout view.Create a report from scratch.Use the Report Wizard.[Note to trainer: With Access 2010 installed on your computer, you can click the link in the slide to go to an online practice. In the practice, you can work through each of these tasks in Access 2010, with instructions to guide you. Important: If you don’t have Access 2010, you won’t be able to access the practice instructions.]Online practice (requires Access 2010)Create reports for a new database

29 Create reports for a new databaseTest question 1You can add as many as _____ levels of grouping to a report. (Pick one answer.)Seven.Five.Ten.Create reports for a new database

30 Create reports for a new databaseTest question 1You can add as many as _____ levels of grouping to a report.Answer:Ten.You can also specify sums, counts, and sort orders for each group.Create reports for a new database

31 Create reports for a new databaseTest question 2All reports must contain which of the following? (Pick one answer.)A title section.A date/time section.A detail section.A footnote section.Create reports for a new database

32 Create reports for a new databaseTest question 2All reports must contain which of the following?Answer:A detail section.All reports must have a detail section. They’re meaningless, otherwise.Create reports for a new database

33 Create reports for a new databaseTest question 3You can add controls to a report when working in Design view. (Pick one answer.)True.False.Create reports for a new database

34 Create reports for a new databaseTest question 3You can add controls to a report when working in Design view.Answer:True.You can add dates and times, logos, check boxes, and more.Create reports for a new database

35 Create reports for a new databaseTest question 4The important thing to remember when designing reports is: (Pick one answer.)They must be clear and easy to understand.They must contain a date and time.They must group data in some way.They must use all the available report sections.Create reports for a new database

36 Create reports for a new databaseTest question 4The important thing to remember when designing reports is:Answer:They must be clear and easy to understand.You can include as few or as many elements as you need to make the information clear.Create reports for a new database

37 Create reports for a new databaseQuick Reference CardFor a summary of the tasks covered in this course, view the Quick Reference Card.Create reports for a new database

38 Using this templateUsing This TemplateThis Microsoft PowerPoint® template has training content about creating database reports in Microsoft Access® Its content is adapted from the Office.com Training course called “Create reports for a new database.”Slide layouts: Each slide has a custom layout. To apply the custom layout to a new slide, right-click the slide thumbnail, point to Layout, and click the layout from the Layout gallery. To alter the layouts, open master view and alter the specific master layout in that view. You can find the layout’s title by pointing to its thumbnail.Animations: Custom animation effects are applied throughout the presentation. These include Float In (Up or Down option), Fade, and Zoom. To alter animation effects, click the Animations tab, and use the Add Animation gallery and Timing options. Effect Options gives you choices about the effect; click Animation Pane on the Animations tab to work with multiple animations.Transitions: One transition, Doors, is used to emphasize sections of the slide show. It’s applied on the Course Contents slide, Lesson slide, and the first test slide.Hyperlinks to online course: The template contains links to the online version of this training course. The links take you to the hands-on practice session for the lesson and to the Quick Reference Card that is published for the course. Please take note: You must have Access 2010 installed to view the hands-on practice sessions. If you don’t have Access 2010, you won’t be able to access the practice instructions.Headers and footers: The template contains a footer that has the course title. To add footers such as the date or slide numbers, click the Insert tab, and click Header & Footer.See the notes pane or view the full notes page (View tab, Notes Page) for detailed help on this template.